Governance · committee guide

Club Committee Handover Checklist

A step-by-step club officer handover covering account access, member records, money, recurring commitments and outstanding decisions.

A good handover is an orderly change of responsibility, not a folder of passwords. Agree who owns each task, move access through official account controls and verify that outgoing volunteers can no longer reach club systems.

Updated 2026-10-02 Member Link editorial team

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Transfer authority without sharing passwords

List services the club owns: email, domain, website, membership system, payment provider, bank, social accounts, storage and insurance. Use each service's official role-transfer or recovery process; never put a shared password or MFA recovery code in meeting minutes.

For every tool, name an incoming owner and a second authorised officer. Update recovery contacts to club-controlled addresses and record the effective date. Then remove the former officer's access after the agreed overlap.

Use named accounts and least-privilege roles where offered.
Review connected devices and API/app access as well as named users.
Ask a second officer to confirm the removal and recovery setup.

Pass on the operating picture, not an uncontrolled data dump

Explain where the authoritative member register lives, who can export it, which statuses and membership categories mean what, and when the next renewal or committee deadline occurs. Keep sensitive member or safeguarding information restricted to authorised officers.

Document open actions with owner and due date. Include policy decisions, known data-quality issues and the approved process for member corrections so the incoming volunteer does not have to infer them.

Reconcile money and recurring obligations

Review unpaid invoices, refunds, bank reconciliation, approved fee changes and any money collected for a governing body. List subscriptions and renewal dates for software, insurance, domains and venues.

Transfer banking/payment-provider control using the institution's procedure. Do not send bank credentials, card data or identity documents through an unsecured handover document. Confirm two-person approval requirements and who can issue refunds.

Schedule a check-back and close the access loop

Hold a practical walkthrough of the next member join, renewal and finance tasks. Let the incoming officer perform the steps while the outgoing officer explains the decisions and exception paths.

After two to four weeks, review whether access, contact details and process notes worked. Store the signed handover securely and record outstanding items. Use the downloadable checklist as a task tracker, not as a repository for credentials or personal data.

Download the committee handover checklist Member database feature

Good to know

Common questions

Should a committee share one login?

Named users and role-based access are preferable when a service supports them. Shared credentials weaken accountability and make it harder to remove one volunteer safely.

When should an outgoing officer lose access?

Follow the committee's approved transition plan and the service's controls. Remove access promptly when the responsibility ends, and verify the change with another authorised officer.

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